Policies

Samurai Judo Club Data Protection and Retention Policy

Samurai Judo Club (the club) will only gather and retain personal data that it can clearly justify a reason for keeping. Any data the club stores electronically will require authentication to access, and any hard copy data will be stored securely.

The club will not share personal data except as outlined in this document.

The club will store members data for the time that they are members of the club and then for a period of no more than 6 years after the member leaves the club. The club will store data for players attending events at the club for no more than 2 years after the last event that they attended.

The club retains a list of email addresses that are not linked to other personal data of people who have asked to receive information about events hosted by the club. This list will only be used to notify dates of events held at Samurai Judo Club or hosted by the club at external venues. A message will always accompany emails sent to this list detailing how to get removed from it.

Data Collected and justifications

Member data

1.       First Name

We need to know the names of our members to identify them.

2.       Surname

We need to know the names of our members to identify them.

3.       Date of Birth

Useful for working out age of members and making sure they are in the appropriate class. Also useful to know if they are eligible for age banded competitions. It is also used for statistical purposes.

4.       Gender

Useful for entering members into competitions and for statistical purposes.

5.       Pronouns

Used when addressing written or verbal correspondence to the member.

6.       Parent or Guardian Name

Used in correspondence with a under 18 members parent(s).

7.       Mobile

Used to contact the member (parent if under 18).

8.       Alternative phone

Used to contact the member (parent if under 18).

9.       Email Address

Used to send emails to the member including but not limited to newsletters, updates about session times and extra training opportunities.

10.   Address

Used if we ever have to send anything to the member in the post. Also used for statistical purposes for the area the member lives in.

11.   Have you done judo / other martial arts before

Used so that we know if we need to ask about history before a member starts.

12.   Disabilities / Additional learning needs

Needed to help adapt coaching sessions and make sure the club is able to support players with additional needs

13.   Medical information

Needed encase of having to provide first aid

14.   Emergency contact information (including name, relationship and phone number(s))

Used in case of emergency to contact someone about the member. This will only be used if a medical or safeguarding incident occurs affecting the member.

15.   Consent for images to be used in social media, marketing etc.

So, we know if we can use the players image in marketing etc.

16.   Photos where the member is the subject of the photo

They may be used in decorating the club, press releases, social media and marketing. These photos will only be stored with the members (or parent/guardians) knowledge and will be given the opportunity to have the image deleted.

17.   Photos where the member is in the background

To be used on social media and in marketing.

18.   Videos

Will only be made with the members knowledge and consent. These may be used for coaching purposes and on the website for marketing.

19.   Accident reports

Information about significant injuries where a member has had an accident where a first aider has recommended, they seek outside treatment or could foreseeably need treatment from hospital or another medical practitioner.

20.   Judo grade and performance data

For coaching purposes

21.   Competition results

For coaching purposes

22.   Emails to, from and regarding members.

Needed to communicate with members and their parents. Also used for coaching purposes.

Player data

1.   Name

We need to know the names of players entering events.

2.   Club

Needed for the draw

3.   Phone Number

Needed if we need to contact.

4.   Email

Needed to send information about the event.

5.   Age, Weight and grade

Needed for the running of competitions

6.   Emails to and from players

To answer queries about the event.

Data Sharing

We will share data with the following organisations for the reasons explained below.

1.   The British Judo Association (BJA)

We are required to share data from competitions including players names and results with the BJA as they are the national governing body for judo. We also have to send them data about players grades.

2.   Our and the BJA’s insurers

We need to send accident reports to our insurers where there is a possibility of an insurance claim.

3.   Local Newspapers

We send press releases to papers for marketing purposes.

4.   Ambulance service, and hospitals

We need to give medical information if a member needs treatment and they or their parent/guardian are unable to.

5.   Social services / police

If there is a safeguarding concern, we may need to give data stored by the club to social services or the police. If we do this a club safeguarding officer will be involved in the disclosure unless it is a time critical issue.

6.   Parents / Guardians of members under 18

We will give parents/guardians any data that we would disclose to a member if they were over 18 unless there is a specific safeguarding concern preventing us from doing so.

7.   Competition organisers

The club may submit competition entries on behalf of players from time to time.